Two modes
The portal operates in two modes depending on who is viewing it.| Mode | Who sees it | What they can do |
|---|---|---|
| Planner mode | You (authenticated) | Full management: create deliverables, set status and visibility, reorder content, add comments |
| Client mode | Your client (via share link) | Read-only: view approved and visible deliverables, leave comments, submit open decisions |
Categories
When you open the portal for an event, EventPilot automatically creates 9 categories to help you organize deliverables by theme. Categories appear as tabs in the portal and can be reordered by dragging them into the sequence that makes most sense for your client. To reorder categories, drag the grip handle on any category tab to a new position.Deliverables
Deliverables are the content blocks inside each category. Each deliverable has a title, an optional description, a status, a visibility toggle, and a content block.Creating a deliverable
- Navigate to the category where you want to add the deliverable.
- Click Add deliverable and choose a content type from the dropdown.
- Give the deliverable a title and fill in its content.
- Click Save.
Content types
EventPilot supports seven content types for deliverables:Rich text
Rich text
A formatted text editor for proposals, briefs, or any narrative content. Supports headings, bold, italic, lists, and links.
Table
Table
A structured table for comparing options, listing speakers, or presenting structured data.
Timeline
Timeline
A visual timeline for run-of-show schedules, project milestones, or phased plans.
Budget
Budget
A budget breakdown with line items, categories, and totals.
Iframe
Iframe
Embed an external URL — useful for live mood boards, presentation decks, or third-party tools.
File
File
Attach a file for the client to download, such as a PDF, contract, or floor plan.
Link
Link
A simple URL with a label — for venue websites, vendor portfolios, or reference materials.
Deliverable statuses
Each deliverable has one of four statuses. Status controls what your client can see.| Status | Meaning | Visible to client? |
|---|---|---|
| Pending | Work not started or early draft | No |
| Draft | In progress, not ready for review | No |
| Review | Ready for client to look at | Yes (if visibility is on) |
| Approved | Finalized and signed off | Yes (if visibility is on) |
Deliverables in pending or draft status are never shown to clients, regardless of the visibility toggle. Only deliverables marked review or approved — and with visibility turned on — appear in the client view.
Visibility toggle
Each deliverable has an eye icon to toggle its client-facing visibility on or off. Use this to hide a deliverable temporarily — for example, while you finalize content before surfacing it to the client — without changing its status. In planner mode, hidden deliverables appear with a dashed border so you can see them; clients see nothing.Reordering deliverables
Drag the grip handle on any deliverable card to reorder it within its category.Next milestone
At the top of the portal, a Next milestone field displays your current key date or objective. Set or update this in Portal settings to keep your client oriented on what comes next.Comments
Planner comments
You can add comments to any deliverable directly from the portal. Planner comments display a Planner badge so clients can distinguish your notes from their own. Once a conversation thread is resolved, click Resolve to collapse it. Reopen it at any time if further discussion is needed.Client comments
When the portal is shared, clients can leave comments on any visible deliverable. The first time a client comments, they are prompted to enter their name. Their name is then associated with all subsequent comments in that session.Open decisions
The Open decisions panel is visible to both planners and clients. Planners can add open questions or decisions that need the client’s input, and clients can submit their own questions or decisions directly from the portal. Use this panel to centralize outstanding choices and avoid losing them in email threads.Sharing the portal with clients
Enable sharing
- Open the portal for your event and click the Settings (gear) icon in the admin bar.
- Toggle Enable sharing on. EventPilot generates a unique share link with a secure token.
- Copy the link and send it to your client.
What clients can access
Clients who open the share link see the portal in read-only client mode:- Only deliverables with status review or approved and visibility turned on are shown.
- They can leave comments on visible deliverables.
- They can view and submit items to the Open decisions panel.
- They cannot see pending or draft deliverables, planner-only sections, or any other event data.